STEP #1 – Does anyone want to have a party?

  • First, find some other neighbors to help you organize. Block parties are not a one person planning team.
  • Talk with your neighbors and determine if they would like to get together.
  • Create committees to share in the planning.
  • Pick a central location for the party – one in which people can walk or ride their bikes.
  • Are you going to need to block off your street?
  • Are people willing to host it in their front yard? Several neighbors’ front or backyards work well and avoids the need for a permit.
  • If you are not blocking off the street, how do you plan to guard the children from traffic?
  • Plan for bad weather and have an indoor site ready – a garage works great.
  • Decide how many neighbors you want to invite – is it just your block or several blocks?
  • Remember to consider and plan for these other details as well:
  • Date and time which is convenient for most of your neighbors?
  • Are you going to block off your street? Begin that process at least 5 to 6 weeks in advance.
  • Have you considered those neighbors who do not want to participate and how to plan so that your party will not infringe on their privacy?
  • How many people do you expect?
  • How much food will you provide and how much food will the neighbors bring to share?
  • How will you pay for the party?
  • If you and your committee are planning the food, set a deadline for an RSVP so you can estimate how many people will attend.
  • Remember though, that many people do not RSVP, so consider a telephone tree or personal visits to determine the number of attendees.

STEP #2. How soon should I start planning for the block party?

Begin planning at least six weeks in advance, especially if you plan to block off your street.

Create committees early on to share in the work of planning and implementing the block party

Suggested Committees Include:

*Publicity *Entertainment * Clean-up

Eachcommittee should have a Chairperson. This person’s main job is to report back to the group on progress.

If we decide to block off the street, what are the steps?

  1. You will need a Block Party Application. Pleasecall Kim Heffelfinger, City of Allentown610-437-7710or o obtain the application or click here for one.
  2. Occasionally neighborhoods decide to hold their “block” party in a park, in those instances, please call the Parks Department for a Special Events Application. Download the Special Event Permit Application here. Look under the Parks & Recreation columnor pick one up fromthe Parks Department.
  3. It is critical to remember you need to inform EVERY neighbor (those living on the street you plan to close off) whether they plan to attend or not.

How do I inform my neighbors about the block party?

  1. One of the easiest ways is by distributing flyers to each neighbor’s door.
  2. Create a flyer (copies can be made for free at City Hall) and distribute it around your Neighborhood.
  3. Make sure to include:

Date  Location Who to call for more information

Time What to bringRain date time and location

  1. Find people to help distribute the flyers.
  2. Ask one person from each block to pass out the flyers on their block.
  3. You can also set up a phone tree where one neighbor calls three people who each call three people, etc.

1. How do I get people to volunteer to make food? Often all you need to do is ask.

Then ask each person who agreed to help with food should ask one or two more people.

Soon you will have more food than you need.

Some people find it helpful to go by last name.

For example, “If your name starts with A-L bring salad to share, if M-Z brings dessert to share.”

2. How do I make sure I have enough food?

Consider announcing an RSVP date – some people will call, although many will not.

You might consider engaging a phone tree to better determine the number of attendees.

3. How do I organize the food and beverages?

Again go back to the Chairperson of each committee and you should be getting updates on progress.

Remember to consider all the different tastes – caffeine, no caffeine, dairy, nondairy,

Wheat, wheat-free, alcohol and nonalcoholic, vegetarian, poultry, beef, kosher, etc.

Talk with your local grocery store. Chances are good that they will give you a Gift

Certificate and/or donate some beverages, food, or paper products.

Seek donation from larger food corporations like Lays, Pepsi, Kraft etc…….

4. How can I get businesses to donate for our event?

Usually it is a matter of asking.

Determine your exact party needs and give the business a letter explaining:

  • Who you are and why you are planning the event.
  • How much money or in-kind donation you are seeking.
  • How the money or donation will be utilized.
  • How many people will be attending the event?
  • Be sure to send a thank you note after your event with pictures of how you utilized their products. If you have a website, make sure to send the link to the company to highlight how they have impacted your event.

5. Can I get our local police officer to attend or stop by our event? Yes, you can.

  • Call the Police Captainfor your neighborhood and they can make arrangements for you. Please provide as much advance notice as possible. Thank them after the party for their patience and acknowledge that you would like them to attend the next event.

6. What kinds of activities shall we do?

  • Ask youth organizations if they are willing to participate in your event. Such organizations as Yea! Or HALA, just to name a few.
  • Try to develop activities for all ages.
  • Family games are always fun. People love mini tournaments such as basketball or

Volleyball, Double Dutch, Jump rope, and Dodge Ball.

  • Just throw up a volleyball net, roll out the basketball hoop, set up croquet and badminton, lay out a few Frisbees and hula hoops, and we guarantee you people will play.

7. How do I set up on the day of the event?

Organize a set up committee. The Chairperson and the community should get together and setup as a group. Start about 2 hours in advance so if anything is forgotten, there is time to go get it.

Make sure the committee Chairperson arrives early and that the chairhas all the tools needed to have a successful event.

8. So the party’s over, now for the clean-up.

1. How do I manage the clean up?

  • Set up a contest between the neighbors and get a friendly competition of who can clean up faster and neater.
  • Set up Trash bins throughout event to encourage proper disposal of trash.
  • Also set a table with Recycling and Trash Info for your particular neighborhood.

2. How do I thank all those who helped?

  • You can send out thank you notes.
  • Personal phone calls are quicker and sometimes easier.
  • We also suggest a post party meeting to discuss what worked, what you might do differently, and when the next party is going to happen.


Event Date:

Initial Contact / Date of Completion / Check off when completed
Block Party Application completed and submitted
Committees created with Names & Phone Numbers
Vendors
Flyers with all the correct information
Dissemination of flyers
Donations
Set Up
Clean-Up
Trash Bags
Recycling containers
Food
Beverages
Activities
Music
First Aid/Safety

Committee Name: ______

Check List of Duties:

Task / Date of Completion / Name of Responsible Person / Phone

Committee Members:

Name / Address / Work Phone / Home Phone / Email

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